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Work Session Notes Page 1 October 13, 2005 Present: COUNCILMEMBERS: Mayor Scott Dean, Councilman Tom Blalock, Councilman Rudolph Dixon, and Councilman John Thigpen; City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Barry Fleming. ABSENT: Mayor Pro tem Robin M. Root. VISITORS: Allan Caddell-for Dollar General, Lee Bennett-Attorney, Daniel Cason, Rosemary Dixon, Franklin Jennings, Steve Bryant-Engineer for Beallwood Subdivision, and Ed Boyen-Harley and Assoc. Architects. The meeting was called to order by Mayor Dean at 7:00 p.m. The Invocation was given by Councilman Dixon. The Pledge of Allegiance was led by Councilman Blalock. Mr. Allan Caddell-Dollar General Store- Mr. Caddell presented copies of the prototype floor plan and elevations for a Dollar General store. He is attending the meeting to discuss the exterior materials to be used on the building to be in compliance with the City’s Façade Resolution. Discussion was had on doing the building totally in brick; Mr. Caddell stated that it would not be feasible due to demographics and would not be able to get the rent needed. There was some discussion on a type of stucco product to be used on the building. After much discussion, it was decided that the store would need to have a brick front with the stucco product on the very top; the side walls would need to be at least four feet in brick with the stucco produce above and the back wall would be the stucco product only with no brick. Mr. Caddell was to bring back additional information (pricing) for Monday night’s Council Meeting. Beallwood Subdivision- City Manager Dove reported that Planning & Zoning is sending the recommendation to Council to approve the preliminary plats for Beallwood Subdivision with the following stipulations: · Continue working on items numbered two and four on Turnipseed’s letter dated September 13, 2005. · That all external properties will be required to put up a six foot wood fence if the choose to put up fencing. This item will be inserted in the “Property Owner’s Association” guidelines. Mr. Prather was agreeable to putting this in. North Harlem Elementary School- Mr. Boyen of Harley and Associates Architects came before Council with plans to do an addition to the Elementary School gym. The addition will match the existing building as closely as possible; the new materials will match the style/pattern of the existing metal. Our current Façade Resolution concerns “new” construction; needs to differentiate. A variance could possibly be done. The construction that needs to be done is about 10% of the existing building. Council will need to discuss taking this information (percentage) into consideration, as well as the interpretation of “new” construction, and possibly do an amendment to the Resolution. Work Session Notes Page 2 October 13, 2005 Public Works Department-Four Day Work Week- City Manager Dove reported that she had received a letter from the office of the Governor requesting that all Government agencies partner with the State Government in implementing a 4 day/10 hour work week to help conserve gas. She had some discussion with Public Works Director Daniel Cason about putting his men on this type of schedule. There were no definite decisions made on this at this time. Mayor Dean stated that Council would not need to approve; this could be handled between the City Manager and the Department Head. He would like a trial run to be done. Shady Grove Subdivision- City Manager Dove reported that we had a Public Works Committee meeting; from that meeting came the recommendation to reimburse the customers up to $400.00 for the septic tank closures. John McClellan of G. Ben Turnipseed Engineers reported to Ms. Dove that the by the first week of November the whole subdivision should be on line. We have a final date now for those who have not signed up for sewer. Mr. McClellan will be doing the change order concerning the septic tank closure; Ms. Dove will see if he can have it ready for Monday night. The system should be up and running by November 1; all that will be left will be a punch list (Shady Grove portion, only). There is still some work to be done at the WWTP. Lift Station-Evelyn Street- City Manager Dove reported that we have had previous discussions on the need of the upgrade of this lift station. In the opinion of Mr. McClellan and Ms. Dove, this station is running on a “wing and a prayer”. We currently had a power outage and the station was close to not operating. Ms. Dove had Mr. McClellan solicit bids for the upgrades; he solicited six bids but received only two responses. The low bid came from BRW Construction Group in the amount of $89,965.00. We do have $140,000.00 coming from the State to be used for sewer projects. Council will need to approve the awarding of the bid. Funding is available thru Water Fund Reserves until payment arrives from the State. Retreat Topics/Planning and Zoning Ordinance- Planning and Zoning will be added to the Retreat on Sunday for three hours. City Attorney Fleming will be available for the discussions. There will also be someone in attendance on Friday to discuss HSA/HRA for insurance. Any other topics Council would like up for discussion need to be turned into Ms. Dove as soon as possible. Other- TE Project- City Attorney Fleming reported that he and Ms. Dove had been working with the utility companies about the possibility of them moving some of the power poles along the streetscape area. Initially their response was that they would not do this and the one we would have to move at the red light we would have to pay for ($25,000.00). After meeting with the companies a few times, Georgia Power said they would move 75% of the request for nothing, we would save the $25,000.00. Charter Communications said they would move their lines for nothing; Bellsouth’s proposal was to move theirs for $50,000.00. Mr. Fleming is waiting on a call from their attorney. Work Session Notes Page 3 October 13, 2005 Other (cont’d) - City Manager Dove reported that we needed to get three more easements, Barrs, Jenkins and Van Keuren. Councilman Thigpen wants to push to get the project started in November instead of six months from now. Other- Fire Contract- Councilman Thigpen reported that he will be making a recommendation to Council on Monday that a decision needs to be made on whether to pursue or not pursue negotiations with the County. Councilman Blalock recommends withdrawing. City Manager Dove reported that there is a strong possibility that the ambulance service will be moving to the Clary Cut Road fire station. The meeting closed at 8:10 p.m. Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia Page 2250 October 17, 2005 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, October 17, 2005 at 7:00 p.m. at Harlem City Hall with Mayor Scott Dean presiding. Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Robin M. Root, Councilman Tom Blalock, Councilman Rudolph Dixon, and Councilman John Thigpen; City Manager Jean R. Dove, City Clerk Debra E. Moore and Attorney Lee Bennett. ABSENT: City Attorney Barry Fleming. VISITORS: See attached list. The meeting was called to order by Mayor Dean at 7:00 p.m. The Invocation was given by Councilman Dixon. The Pledge of Allegiance was led by Councilman Thigpen. Mayor Dean called for a motion to amend the Agenda to reflect under Unfinished Business the addition of Fire Issue and at the end of New Business the addition of Executive Session-Legal; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Approval of Minutes- Mayor Dean called for a motion to accept the Minutes of the September 12, 2005 Regular Meeting as written; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Department Reports- The following departments gave reports for the month of September 2005: Public Safety-Fire & Police Departments Jerry Baldwin, Public Safety Director Industry, Trade & Tourism Department Kathy Ham, Department Head Public Works Daniel Cason, Public Works Director Administration Jean R. Dove, City Manager Family Connections No report given this month Drama Fest Awards- Mayor Dean presented the awards to Sabrina Shaw, Jonna Hundley and Joseph Boyd; each received a check for $50.00. Mayor Dean presented Roy Lewis, Drama Department Director for Harlem High School with a check for $500.00 for the grand prize for the group that won the contest. Mayor Dean thanked them for their support and for participating. Employee of the 3rd Quarter 2005- The employee of the quarter for the third quarter 2005 was Octavious Beard. Public Works Foreman Seaborn Street and Mayor Dean presented Mr. Beard with a certificate of appreciation and a $100.00 Savings Bond. Regular Meeting, City of Harlem, Georgia Page 2251 October 17, 2005 Continued from page 2250 UNFINISHED BUSINESS: John McClellan-Change Order 2 and 3 for Shady Grove Subdivision- Change Order #2-Vacuum Testing Manholes- Mr. McClellan reported that this was required by EPD; there were a total of 43 manholes done; it will add an additional $14,620.00 to the project total. Mayor Dean called for a motion to approve Change Order #2; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Discussion-Councilmember asked for verification that this was required by EPD. Motion carried; all in favor. Change Order #3-Additional Concrete Removal & Driveway Replacements/Deduction of Septic Tank location, pump out and backfill- Mr. McClellan reported that there is a typical width for driveways; this is for width above and beyond that amount. The second portion is actually a deduction. This is to take out of the contract the amount set aside for the septic tank location, pump out and backfill. Logistically this puts the liability between the customer and whoever they choose to do the work. The total of the change order is a deduction of $31,591.60. Mayor Dean called for a motion to approve Change Order #3; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Discussion-The contractor is scheduled to finish within the week at Shady Grove; there is additional work to be done at the WWTP. The customers will be given a reimbursement of up to $400.00 for the work done concerning the septic tank work; this can be in the form of a check or credit on their water bill. The customer must bring in a copy of a paid receipt in order to receive the check or credit. There needs to be a time limit set for reimbursement; notification will be given to customers after approval. Motion carried; all in favor. Mayor Dean called for a motion to give the homeowners a time limit of 90 days after the executed completion date from the contractors to get their (plumber) work done and receive reimbursement of the septic tank work; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Root. Motion carried; all in favor. John McClellan-Lift Station Evelyn Street- Mr. McClellan reported that he was asked to get prices on doing the updates needed to the Evelyn Street Lift Station. Mr. McClellan solicited five or six bids and received responses from three. The bids ranged from $89,965.00 to $118,170.00; the low bidder was BRW Construction Group in the amount of $89,965.00. Mayor Dean reported that we have $140,000.00 coming from the State; the Resolution is sitting on the Attorney General’s desk and should be coming soon. We have the funds in the Water Fund Reserves that could be used until it comes. Mayor Dean called for a motion to award the bid to BRW Construction in the amount of $89,965.00 and designate the funds to come from the Water Fund Reserves and for the Water Fund to be reimbursed upon receipt of the State funds; that motion was made by Councilman Blalock; 2nd by Councilman Dixon. Motion carried; all in favor. Regular Meeting, City of Harlem, Georgia Page 2252 October 17, 2005 Continued from page 2251 UNFINISHED BUSINESS (cont’d): Landfill-Closure Certificate- Mr. McClellan had no updates on this item. City Manager Dove reported that she and Mr. Cason were working on information for Jeff Starling (?). Park Project-Mayor Pro tem Root- Mayor Pro tem Root reported that the gates should be in by the end of the week; the lights have been ordered for the walking track. Public Works Director Cason reported that the lights were already in. Fire Issue- Councilman Thigpen made a motion to withdraw our offer of Fire Protection and to give notice to the County that we are no longer interested in providing any kind of fire protection service in unincorporated area; 2nd by Mayor Pro tem Root. Discussion-Councilman Blalock made the comment that we have not heard from the County after the offer we made 90 days ago; we never received a counter offer. Councilman Dixon expressed his concerns with fire service for those on the south side of town; Councilman Thigpen had those same concerns, but that it was up to the County as they decided to provide those services to the unincorporated areas. There will be discussions later concerning Mutual Aid between the Fire Chiefs. Motion carried; all in favor. City Manager Dove was directed to communicate this information to the County. Other- There was nothing at this time. NEW BUSINESS: Allan Caddell-Dollar General Store- Mayor Dean turned the floor over to Mr. Caddell. The discussions from Work Session concerned the façade of the building that was proposed to be constructed. The front of the building is to be brick with the stucco type material at the very top portion; the sidewalls would consist of four foot brick walls with the stucco type material above to the top of the building and the back wall would be completely done in the stucco type material; there would be no brick or metal on the back. Metal is not allowed on the building. Mayor Dean called for a motion to approve the proposed façade with the total brick front with the stucco material on top, the four foot brick sides with the stucco type material above to the top and the total back wall with the stucco type material; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Discussion-this will not have to go before Planning & Zoning; only thru the Administrative Department to issue the building permit. Motion carried; all in favor. Beallwood Subdivision-Approval of Preliminary Plat- Mayor Dean called for a motion to approve the Preliminary Plat for Beallwood Subdivision as recommended by the Planning and Zoning Commission; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor. Regular Meeting, City of Harlem, Georgia Page 2253 October 17, 2005 Continued from page 2252 NEW BUSINESS (cont’d): Façade Resolution- Attorney Bennett suggested the following corrections to the proposed updated Resolution: · In the second paragraph, change “new structures” to “new building structures” · In the third paragraph, change “can be of materials that is…” to can be of materials that are…” · In the third paragraph, change “Only once…” to “Only one…” The major change comes with the insertion of the second paragraph stating that additions or expansions of twenty-five percent or less does not constitute new building structures. Also that City staff may issue building permits for these additions or expansions. Mayor Dean called for a motion to approve the updated Façade Resolution after the changes are made; that motion was made by Councilman Blalock; 2nd by Councilman Dixon. Motion carried; all in favor. North Harlem Elementary School Addition- Mayor Dean called for a motion to table this item; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. Motion carried; all in favor. Announcements- October 18 Garden Club Harlem Library 4 pm
Regular Meeting, City of Harlem, Georgia Page 2254 October 17, 2005 Continued from page 2253 NEW BUSINESS (cont’d): Executive Session- Mayor Dean called for a motion to adjourn to Executive Session after a five minute break; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. The Regular Meeting adjourned at 7:49 p.m.; Executive Session convened at 7:55 p.m. Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Root; 2nd by Councilman Blalock. Motion carried; all in favor. Executive Session adjourned at 8:05 p.m. Mayor Dean called for a motion for him to sign the Affidavit confirming that only one legal item was discussed and no final decision was made; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor. Other- There was nothing at this time. Mayor Dean called for a motion to adjourn the meeting; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 8:06 p.m. Respectfully submitted,
Debra E. Moore City Clerk |